Fall 2023 Assigned Time Reporting

The Assigned Time Data Entry System is now open for Fall 2023. Employees responsible for entering and approving time may log in through the IRSA Assigned Time webpage. For those who are responsible for assigned time reporting but cannot access the system, please request access by filling out the Access Request Form.


  • All Chair approval must be completed prior to college-level approval.
  • All assigned time must be approved at the department and college levels to advance to division approval

Updates to Assigned Time Codes

To comport with the EP&R 76-36: Faculty Workload: Policies and Procedures, the Weighted Teaching Unit (WTU) assignable for excess enrollment has been updated.  Effective Fall 2023, Assigned Time Codes EXENR1 (Excess Enrollment: Between 75-120) and EXENR2 (Excess Enrollment: 120 and above) have been retired; a new code, EXENR, is created for classes with census date enrollment of over 120.

Please refer to the Assigned Time System and Assigned Time Guidelines and Instructions for details.


Please note that all assigned time entries must be entered and approved by the dean no later than Tuesday, September 19, 2023.  Departments should refer to their dean’s office for any internal reporting deadlines.



Travel Updates & Reminders

Please reference the following reminders & updates that have been made to the SJSU Travel Checklist.

Travel to Prohibited States:

If you will be traveling to a prohibited state and entering a request in FTS, a Travel to Banned States Exception Request Form is required. Note that this form has been updated and is required for travel that will be using non-state funds. Please make sure this form is routed to Sami Monsur (sami.monsur@sjsu.edu), who is the Provost’s designee. 

Justification Memos:

Justification memos are required when the lodging rate exceeds $275/night (excluding taxes). These memos were previously allowed to be signed by the Dean or the campus VP/Designee. Please be aware the CSU policy states only the campus VP/Designee can approve these memos therefore the SJSU Travel Checklist has been updated to reflect this requirement. Please route these justifications to Sami Monsur who is the Provost’s designee. 

Travel Expense Claim Forms

If routing a Travel Expense Form to the Provost Office (Provost’s Designee Sami Monsur, sami.monsur@sjsu.edu), please make sure it is routed to Joanna Gaona (joanna.gaona@sjsu.edu) for initial before the One-Up Approval signature.


Links to Travel resources: AAD Travel Guide, SJSU Travel Guide, SJSU Travel Checklist.

Please contact abso@sjsu.edu if you have any questions or require further information.

New! Process for Implementing Organizational Change

Academic Affairs now has an official Process for Implementing Organizational Change. Please refer to this page when a proposal is being made to divide or eliminate an academic unit, merge it with another academic unit, or transfer it to another college.

Please contact abso@sjsu.edu if you have any questions or require further information.

2023-24 Vacant Rate

University Vacant Rate is a budgeted salary range for the cost of hiring temporary faculty to cover instruction normally assigned to a tenure track faculty who have been released from instructional assignments.  The current rate of $6,838 for 3 WTU (or 0.2 FTEF/semester) will remain unchanged for FY 2023-24.

Please refer to the Provost’s Office website for additional information.

If you have any questions, please contact abso@sjsu.edu.

Training Materials for Intro To Budget Management

Earlier today, we announced that the ABSO Training Site is now live.  Under “Past Training Courses”, you can find materials that accompany our Intro to Budget Management training series:

  • Slide decks for all sessions
  • Department Funds Tracking Spreadsheet
  • Start-Up, RSCA, and Faculty Grants Tracking Spreadsheet
  • ABSO User Guide for Expense Tracking Spreadsheets



Step 1

Step 2

Step 3


Please contact abso@sjsu.edu if you have any questions or require further information.